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02 23 1984 Council Minutes . . . ... , Pg. 46 COUNCIL CHAMBERS FEBRUARY 23, 1984 FIFTH MEETING - 1984 Council met pursuant to adjournment with the following members present: Reeve Deputy Reeve Counci llors S. Davie J. McEwen T. Halfacre A. Johnson Councillor R. Drury was absent. Declaration of Conflict of Interest - None declared. Minutes of meeti 13 1984 The minutes of the last regular meeting of February 13, 1984 were on motion of Halfacre and Johnson, confirmed as printed and received. Copies of letters forwarded from meeting of February 13, 1984 as follows: -Cecil Phillips, Arena Manager re: 1984 remuneration and contract period and response from Cecil Phillips. -Ron Young, Township Fire Chief reference to requirements as recommended by Fire Committee with respect to reports, administrative procedures and other routine and periodic duties. -Principals of Oro Township Public Schools regarding proposal of Student Reeve of the Month requesting reply to same Reply received from Guthrie & W.R. Best. Hold in abeyance. -Community Hall Committee Secretaries, forwarding copy of By-Law No. 1348/84, being a By- Law to appoint members to Committees for the Management and Control of Community Halls, 1984. (Clerk reported that Edgar Community Hall Committee Chairman had telephoned to advise of two new members, replacing two of last years members at their Annual Meeting held recently. -Clerk, County of Simcoe forwarding completed questionnaire with respect to County Solid Waste Management Study. -The Gryphon Theater Foundation re: request for donation. -Ministry of Natural Resources, Huronia District resolution of Council with respect to Water Lot approval opposite Lot 1, Range 1, owned by Mrs. C.J. Boyes. -B.H. Peyton, re: proposed Official Plan Amendment and consent for two lots on Pt. Lot 25, Concession 6, advising that application P8/83 does not conform to the Official Plan and Zoning By-Law. -Bill Mole regarding walk for Fund Raising for Barbara Turnbull Fund and advising that fund raising project had been referred to Oro & District Lions Club and matter of donations. -Arena Management Committee re: Registration in Parks Operation Course. -Stewart,Esten (Attn: D.S. White, Q.C. forwarding request for action of non-compliance by Dale Plant, Pt. Lot 10, Conc. 9 and Don McDougall, pt. Lot 14, Conc. 14. -Statment of Return 1983 as required under Pits & Quarries Control Act for period ending Dec. 31/83. -Simcoe County Recreation Department - entry of rink for County Bonspiel. -Letter to Mrs. Dunn, Sec-Treas, Hawkestone W. I. forwarding Federal Bicentennial Grant Application Form. On motion of McEwen and Halfacre, copies of letters forwarded from meeting of Feb. 13th, as presented, and forwarded, accepted as satisfactory and be placed on file for necessary reference. . . . ~ FIFTH MEETING - FEBRUARY 23, 1984 Pg. 47 Presented copy of Annual Return of Road Expenditures for 1983 to a total of $1,092,967.66 as submitted on Annual Petition for Subsidy, Form MR-A-71-09 and MR-69 Summary of 1983 Expenditures for Subsidy and supporting documentation. The total of 1983 Expenditures having been approved by Council for the Month of December to a total amount eligible for Subsidy of $1,124,593.58. The total expenditures according to payment vouchers being in the amount of $1,125,915.78. The petition for subsidy as aforementioned, is submitted under the Provisions of the Public Transportation & Highway Improvement Act on Expenditures made during the year 1983. Subsidy based on 79,365.54 @ 80% 52,987.07 @ 75% 960,615.05 @ 56.3 1,092,967.66 Total Expenditure Approved (Diff.) 1,124,593.58 1,064,313.00 $ 60,280.58 Difference of Petition and approved Advance Subsidy received May 13/83 Advance Subsidy received July 7/83 1st Interim received Nov. 10/83 2nd Interim received Dec. 15/83 177 , 000.00 177,000.00 101,200.00 77,300.00 532,500.00 627,500.00 95,000.00 Total Eligible for Subsidy for '83 Subsidy balance receivable Total for Subsidy on 1983 Expenditure of 1,092,967.66 Subsidy Received Balance of Subsidy receivable on (Difference over approved subsidy) 1,064,315.00 Submitted Expend. Subsi Dollars Subsidy Dollars on 1983 E d. 63,492.43 39,740.30 540,826.27 644,059.00 63,492.43 39,740.30 558,631.67 661,864.40 itted for 1983 '83 Subsidy Dollars on E d. 1,092,967.66 1 064 315.00 28,659.66 661,864.40 627 500.00 14,364.40 644,059.00 627 500.00 16,559.00 $644,059.00 532,500.00 111,559.00 95,000.00 16,559.00 On motion of Johnson and Halfacre, the Annual 1983 Return as completed and summarized on OB-MR-69 and Annual Petition for Subsidy under the Provisions of the Public Transportation and Highway Improvement Act on expenditures made during 1983, along with other necessary documentation, be accepted and approved, with petition showing $1,092,967.66 eligible for subsidy of $627,500.00 of which $532,500.00 has been received leaving a balance of $95,000.00 receivable. . ;.' \ f.. ~, , Pg. 48 FIFTH MEETING - FEBRUARY 23, 1984 Presented letter of reply from William Ormerod, Township By-Law Enforcement Officer advising he had reviewed letter from Municipal Law Enforcement Officers Association (Ont) and Constitution for same and as result, suggests that certain advantages could be available by joining the Association, such as - being on mailing list to receive updated information on both law and technical changes. Individual membership fee is for $50.00 annually per member or a Municipal membership for $100.00 annually which would entitle the Municipality to two (2) voting delegates. On motion of Halfacre and McEwen, that as suggested by the Township By-Law Enforcement Officer, an individual membership application be completed and forwarded along with copy of By-Law to appoint the By-Law Enforcement Officer. Make individual application - address to Ormerod c/o Township. Ormerod to monitor membership type over next year. Presented further letters of nomination for Citizen of the Year for 1983 in response to same. Clerk advised that names received had been forwarded to Canada Day Committee for their considera- tion. A copy of Notice as in newspapers was forwarded to Ratepayers Associations, Oro Lions Club, Oro Agricultural Society and Women's Institutes in Oro Township. On motion of Johnson and Halfacre, letters as presented and received be filed and action taken to forward same to Canada Day Committee as previously instructed by Council, accepted as satis- factory. Presented letter list of contents Hall Committee from Susan Grant, Chairperson, Jarratt Community Hall Committee forwarding at the Jarratt Community Hall for Insurance purposes. Also from Edgar Community advisin9 of members and Chairperson and Secretary-Treasurer, and content list. On motion of McEwen and Johnson, letter and list of contents be received and filed for insurance review purposes. Clerk presented copy of A.M.O. draft response to the Proposed Provincial Mineral Aggregate Resource Planning Policy, which is to be dealt with at the A.M.O. Directors Meeting on February 23, 1984. Copies of same have been made available to each member of Council. On motion of McEwen and Halfacre, copy of draft A.M.O. response to the Proposed Provincial Mineral Aggregate Resource Planning Policy be received. Ministerial responses be referred to the Planning Advisory Committee. The matter of the wayside pits control and rehabilitation fund apportionments be referred to Committee of Council for further consideration and response to A.M.O. Presented letter from the Hon. Claude Bennett, Minister of Municipal Affairs & Housing advising that the Township application under Municipal Action '85 to install an automated financial information and Accounting System has been approved and an award of $13,108.00 represents payment toward the external costs of implementing the program. Also letter from Administrative Officer Municipal Management Policy Branch, forwarding three copies of the Provincial-Municipal Agree- ment under Municipal Action '85 concerning the implementation of Financial Information System, requesting same be signed by the appropriate Municipal Officials and all three copies be re- turned by March 15, 1984 and that the names of the Municipal Officials be inserted in the last paragraph of the Agreement. Also a draft By-Law to authorize participation and signing of the Agreement. On motion of Halfacre and Johnson, letter confirming approval of the application under Municipal Action '85 Management Systems and letter from Municipal Management Policy Branch along with three copies of the Agreement be received and a By-Law to authorize the Municipality to enter into an Agreement under Municipal Action '85 with the Province of Ontario (con't...) ~ . . . ~ Pg. 49 FI MEETING FEBRUARY 23 1984 And for the payment of a grant in the amount of $13,108.00 for the implementation and to install an automated financial information and accounting system as approved, be received and the By- Law to authorize the entering into of the Agreement be passed by Council. Presented letters from Inflation Restraint Board in response to Auditors Report forwarded in October 1983, for IRB-03, requesting some clarification of the Report of the Public Accountant. Also, letter acknowledging receipt of letter from the Township dated Febraury 1, 1984, forwarding By-Law for 1984 wage classification and compensation plans for 1984, requesting that an appro- priate report on I.R.B. Form be completed and submitted. On motion of Johnson and Halfacre, letter be received and referred to Committee of Council for further consideration. Letter from Conference Chairman, City of Mississauga on Cities Energy Conference '84, to be held May 9-10-11 in Mississauga. Registration fee of $200.00 prior to April 1, 1984, thereafter, $225.00. Also enclosed accommodation registration. This information being further to letter from the Mayor of Mississauga of December 14, 1983 to which no action was taken by Council. On motion of McEwen and Johnson, letter and conference material be received, no action taken. Presented response from Stewart,Esten, Township Solicitors, advising that the Gas Franchise Agreement forwarded by Northern &Central Gas meets with their approval. On motion of Johnson and McEwen, that all documentation be referred for consideration to the next Committee of Council. Clerk-Administrator to review Agreement and By-Law execution require- ments, and advise the Committee accordingly with respect to these procedures. The Deputy Reeve reported to Council in respect of a Manpower Assessment Seminar attended on February 11, 1984, together with Township representatives, Bill Staines and John Vokes of the Orillia & District Joint Manpower and Assessment Committee, and also in respect of attendance at a recent Canada Day Committee meeting. On motion of McEwen and Johnson, that the Deputy Reeve's attendance report be accepted as pre- sented. Deputy Clerk to contact John Swainson with regard to obtaining a public address system for use at the Canada Day event. Presented letter from the Township of Medonte Council extending an invitation to Reeve and Council of the Township of Oro to attend the Official opening and Open House of the Municipal Officer of the Township of Medonte to be held on Saturday, June 2, 1984 at 2:00 p.m. A reply as to number that will be attending is requested. On motion of Johnson and McEwen, a reply be forwarded advising that between 1 and 5 members of Council plan to attend the opening and "Open House" of the Medonte Township Municipal Offices on June 2, 1984. Presented from Ministry of the Environment - Notice of Completion of Environmental Assessment Review, copy of Assessment Review Process along with Class Environment Assessment for Municipal Road Projects - Municipal Sewage and Water Projects as prepared by Municipal Engineers Association as well as review of same as prepared by Ministries and Agencies of the Province. On motion of Johnson and Halfacre, documentation of Review of the Assessment Act as prepared by the Municipal Engineers Association and Ministries and Agencies of the Province along with Notice of completion of Environmental Assessment Review and other ~pporting material as presented be received and the Road Projects portion be forwarded to the Road Supt. for completion and review with the Roads Committee. . . I. Pg. 50 FIFTH MEETING - FEBRUARY 23, 1984 Presented letter from Ward Cornell, Deputy Minister, Municipal Affairs & Housing as an invitation to attend a special event called Teleconference '84, being held on March g, 1984 at City Hall in the City of North York. The Conference fee for each person is $60.00. The Topic of the Con- ference is "The Future of Local Government". On motion of McEwen and Halfacre, letter and Conference Registration and Program be received, no action taken. Presented letter from Ministry of Transportation & Communications - Ministry to implement a direct bank deposit for the 1984/85 advance Road Grant payments using the system already estab- lished by the Province (i.e. Unconditional Grant and General Support grant payments). Two advance payments spread over 3 days - May 8,9, & lOth for first advance payment and July 4,5, & 6th for second advance payment. Also Questionnaire to provide necessary information for same. Purpose of same to avoid delays of payments of road grant cheques after they are mailed. On motion of Johnson and Halfacre, that Clerk to have the Canadian Imperial Bank of Commerce complete the Bank's portion of the questionnaire and Reeve and Clerk be authorized to sign the authorization for Ministry of Transportation & Communications to make direct deposit payments to the Township Bank Account at the Canadian Imperial Bank of Commerce. Presented a proposal from Ritchie Forest Products offering to clear and thin Township woodlots as marked by M.N.R. and compensate Township $13.00 per cord for wood removed. On motion of McEwen and Halfacre, that the proposal be referred to the Parks & Recreation Committee for review and recommendation. Presented recommendation from Tile Drainage Inspector, Delno Jermey, that Andrew Clark be con- sidered for appointment as a Tile Drainage Inspector. On motion of Johnson and McEwen, that Council concur with the recommendation of the Tile Drainage Inspector, that he be advised accordingly, and that the necessary By-Law be prepared for considera- tion prior to June 1, 1984. Ontario Goods Association forwarded Registration Forms for 1984 "T.J. Mahoney" Road School and 1984 "C.S. Anderson" Road School to be held May 6th to 9th, 1984, at Guelph University. On motion of Johnson and McEwen, that the information be referred to the Road Supt., for recom- mendation to Council. Presented from Nottawasaga Valley Conservation Authority, Resources Manager, letter with respect to consent Granting Policy within the Authority's Area of Jurisdiction and copy of N.V.C.A. Sub- mission for Incorporation into the Manual for Committees of Adjustment and Land Division Committees. Also enclosing copies of Minutes of Executive Committee Meeting held on February 1st & 3rd, 1984. On motion of Johnson and Halfacre, that the materials received be forwarded to the Secretary- Treasurer of the Committee of Adjustment. Committee s The Reeve reported on meetings attended in respect of Library Services, under Agreement with the Orillia Library Board. Also, advised that a Library Services Seminar would be held at the County in the near future to further review the entire matter of Service Agreements with a number of Municipal representatives expected to attend. Reeve will report further by the middle of March. Pg. 51 FIFTH MEETING FEBRUARY 23, 1984 . Councillor Halfacre reported in respect to Fire Committee matters reviewed at recent meetings, including the matter of the level of the Deputy Fire Chief's remuneration, as well as various other fire related matters, including budget considerations. On motion of Halfacre and McEwen, that the By-Law Enforcement Officer attend the Ridge Road, Shanty Bay area to follow up on complaints relating to the storage of derilect vehicles. Budget items to be further reviewed at the next Committee of Council meeting. Councillor Johnson advised in regard to the investigation of machinery requirements at the Waste Disposal Site. Deputy Reeve McEwen reported in regard to History Committee matters, including photocopying of old records for research purposes and presentation/dedication of the proposed Wilberforce Street Historical Site Plaque. Bicentennial Committee progress was also reviewed, including all groups contacted and the status of various celebration items planned. Councillor Johnson presented the copies of remarks by the Minister of Transportation & Communica- tions, Minister of Municipal Affairs & Housing made to the Ontario Good Roads Association Con- vention on February 21, 1984. Councillor Halfacre presented the Fire Chief's Report and response to the list of requirements presented at the previous meeting of Council. . On motion of McEwen and Halfacre, all Committee Reports presented be received and found satis- factory. Correspondence from C. Phillips, Arena Manager, dated February 17, 1984 addressed to Council was presented. On motion of Johnson and McEwen, that Council go into Committee of the Whole. On motion of McEwen and Johnson, that Council come out of Committee of the Whole. On motion of McEwen and Johnson, that Council acknowledge receipt of a response from Mr. C. Phillips Oro Arena Manager, dated Feb. 17, 1984 following Council's correspondence of February 14, 1984. Deputy-Clerk to advise the Arena Manager that the February 13th, 1984 resolution, forwarded Feb. 14, 1984, is firm and no longer negotiable. Further, that Council will be reviewing overall Municipal Employment needs in the very near future. Council confirm to Mr. Phillips, that should he be considered for future employment during the 1984/85 Arena Operating Season, that any further employment or remuneration considerations, will be reviewed only at that time. Reeve requested a recorded vote: Reeve Davie Deputy Reeve McEwen Councillor Halfacre Councillor Johnson Yea Yea Yea Yea Resolution carried unanimously. . . . . II.. Pg.51(a) FIFTH MEETING FEBRU.ARY 23, 1984 Presented correspondence, communications, etc. as follows: M.N.R. Mineral Statistics Section - forwarding 1983 annual Census of Mines, Quarries and Sand Pits; Ministry of Tourism and Recreation advising that effective April 1, 1984 the Parks & Recreation Federation of Ontario will be ready to take over the certification process for recreation and arena personnel; Office of the Registrar General - certifying that from January 1, 1983 to December 31, 1983 - 1 birth and 12 deaths had been registered in the Township of Oro; M.T.C. - memorandum advising that Computer Hardware and Software are eligible for subsidy; Ontario Humane Society, Orillia Branch - monthly report for the month of January; Ontario Parks Association - minutes of Council meeting July 30, 1983 - 31st Annual Conference. The 32nd Annual Conference is to be held in Toronto August 1 - 4, 1984. Also copy of Green Sward issue of January 1984 (Vol.6, No.1); Copy of remarks by the Hon. Larry Grossman, Treasurer of Ontario at the Policy Meeting of the Scarborough/Ellsmere Progressive Association on February 12, 1984; Information Orillia letter acknowledging receipt of grant in the amount of $35.00 and advising of 1984 budget; Office of the Leader of the Opposition, Province of Ontario forwarding copy of his address to the ROM A Conference; Special Joint Committee of the Senate of the House of Commons on Senate Reform advising that if the topic is of particular interest copies of the Report may be provided; Ministry of Municipal Affairs and Housing - copy~f Guide to the Planning Act 1983; and Guideline 8 !!Zoning and Other Land Use Control"; P.M.C.L. - Tours and Charter Buses; Ontario Association of Property Standards Officers - newsletter; County of Simcoe Recreational and Cultural Services Committee - Programs and Services provided; Corpus Information Service - 1984 Corpus Almanac and Canadian Sourcebook (cost $93.00); Letter from Mrs. E. bue re: Plan M-66 and ongoing septic tank problems; O.M.E.R.S. update; Continental Bank rate letter; Orillia Twp. extending invitation to Reeve and members of Council to a picnic to celebrate Orillia Township's 150th year as a municipality on July 21,1984. On motion of Halfacre and Johnson, correspondence, communications, etc. be received and filed for reference. . . . .. Pg. 52 FIFTH MEETING - FEBRUARY 23 Ron Robinson, of Ainley & Associates was present at 1:15 p.m. in accordance with appointment as arranged to present Subdivision Status Reports and advisory services. On motion of Johnson and McEwen, that Council accept the Engineering Consultants Subdivision Status Reports, as presented. The Road Superintendent, Fire Chief, Chief Building Official and By-Law Enforcement Officer did not present mid-month reports. The Planning Administrator was present at 2:00 p.m. to reVIew planning and development matters. The following was presented: Draft response to R. Anderson, E. Bennett, G. Romanic, J. Hare, R. Mazgy and N. McNiven, following adoption of O.P.A. 17 after review it was: On motion of Halfacre and Johnson, that the draft response presented, be forwarded to those indi- viduals who forwarded written comment in respect of proposed Official Plan Amendment No. 17, and/or those persons wishing to be advised that the Document had been adopted. Proposed Amendment No.4 to the Medonte Official Plan, re-designating approximately 55 acres of Part of Lots 1 & 2, Conc. 4, Medonte, from "Ski Resort District" to "Permanent Chalet Resi- dential District" to permit a cluster condominium development of approximately 250 units. On motion of McEwen and Halfacre, that the Ministry of Municipal Affairs & Housing, Plans Admin- istration Branch, be advised that Oro Township Council are not opposed to the Ministry's approval of Amendment No.4 to the Official Plan of the Medonte Planning Area, Ministry File 43-0P-0041-004. Presented recommendation from the Simcoe County Agriculture, Planning & Development Committee, that local Municipalities budget for and produce an illustrated Municipal Brochure to provide an additional asset to the County's publications arsenal for informational and promotional pur- poses. On motion of Halfacre and Johnson, that the County Agriculture Planning & Development Committees recommendation be received, no action taken. The Arena Management Committee Secretary was present to reVIew Arena Management matters. The following was presented: Recommendation that C.A.P.C. and pro license fees for 1984 not be paid. The Reeve declared a conflict of interest, being a member of C.A.P.C. On motion of Halfacre and Johnson, that Council authorize the Treasurer to issue payment for the Performing Rights Organization of Canada and the Composers, Authors & Publishers Association of Canada, 1984 Licenses, at such time as they become due for renewal. Presented an employee job performance report in respect of the Assistant Arena Manager, prepared by the Arena Manager. On motion of McEwen and Halfacre, that the report be received as presented. The report to be reviewed with the Assistant Arena Manager at the next possible meeting of the Community Centres, Parks & Recreation Committee Meeting. . . . ~ Pg. 53 FIFTH MEETING - FEBRUARY 23, 1984 Presented the Arena Management Committee's recommendation as to the attendance of the Arena Manager at the "Parks Operation Course" at Guelph University. On motion of Johnson and Halfacre, that the Committee's recommendation be accepted. Assistant Arena Manager be authorize~ to attend the "Basic Refrigeration Course" at Guelph University, and that expenses to attend be paid. Presented a summary of proposed 19S4 Summer and '84/85 Winter Ice Rental Rates, as recommended by the Committee. On motion of Halfacre and McEwen, that the Committee's recommended user fees for Arena Facilities for the 1984 summer and 1984/85 winter season be accepted. The draft By-Law to enter into an Agreement with the Province of Ontario under "Municipal Action '85" to implement an automated Financial Information System and for the payment of a Grant in the amount of $13,108.00, was on motion of Johnson and Halfacre, introduced and numbered as By-Law No. 1349/84 and read a first time. On motion of McEwen and Johnson, By-Law No. 1349/84 read a first time, be read a second time. On motion of Johnson and McEwen, By-Law No. 1349/84 read a second time, be read a third time. On motion of Halfacre and McEwen, By-Law No. 1349/84 now read a third time, do pass, be engrossed by the Clerk, signed and sealed by the Reeve and Agreement be signed by the Reeve and Clerk and executed copies of the Agreement be returned to the Ministry of Municipal Affairs & Housing along with a copy of By-Law No. 1349/89. On motion of Johnson and McEwen, that Council adjourn to meet agaIn on Monday, March 5, 1984 at 9:00 a.m. The meeting adjourned at 3:30 p.m.